1 UCL INFORMATION SERVICES DIVISION - University College London

1 UCL INFORMATION SERVICES DIVISION Student guide to IT Services at UCL ISD UCL INFORMATION SERVICES DIVISION

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1 Welcome to UCL This is your student guide to central IT services, provided by the Information Services Division (ISD). We’ll take you through the essentials first. Then you’ll learn about the different ways of getting access to IT services. You’ll find out how to download software and where you should save your work. There is also a section on using IT to support your studies. And finally, we’re here if you need us. Find out how to get help on pages 28 and 29 of this booklet. Welcome Look out for QR codes to scan along the way. These will take you to videos and guides for that subject.

2 The essentials Your UCL user ID. Your UCL password. Connect to Wi-Fi. Connect to email. Connect to printers. Stay secure online. 5 6 7 8 9 10 Using your own computer 11 Computers on campus 16 Connect using your own computer. Where to save your work. Where to save your work cont. Download software on your own computer. Contents 4 12 13 14 15 Using computers in the workrooms. 17 Laptop loans. 18

3 Access software 19 Study support 23 Get help 27 UCL Go! mobile app. 20 Office 365. 21 Microsoft Teams. 22 IT Services Desk. 28 Digital accessibility. 29 How to log in – quick reference. 30 Note: due to current circumstances content is subject to change. Please be sure to check the IT Essentials for New Students online pages for the very latest information and advice: www.ucl.ac.uk/isd/new-students Contents Connected learning. 24 Online assessment. 25 Digital skills development. 26

4 The essentials

5 Your UCL user ID Your user ID is your key to accessing your computer account (such as your email) and other UCL systems and resources. Your user ID is made up of seven characters. For example: ucaaxxx. Scan the QR code (right) to view our video guide on getting started with your user ID and password. Your user ID is unique to you and cannot be changed. I can’t remember my user ID If you’re not sure what your user ID is, go to MyAccount (make sure you have your ID card to hand). Enter the required information on the MyAccount page, and your user ID will be displayed. https://myaccount.ucl.ac.uk/find-my-userid Find out more www.ucl.ac.uk/isd/user-ids-passwords Your UCL user ID Can I change my user ID?

6 Your UCL Password Along with your user ID (see page 5), you will also need your UCL password to access UCL systems. The service you use to manage your user ID and password is called MyAccount. Your UCL password How to change your password You should have set a password yourself as part of your pre-enrolment. If you can’t remember your password, or need to change it, go to MyAccount. Ensure that you have your mobile phone to hand, and go to the following link: https://myaccount.ucl.ac.uk/resetpw How to manage your password using MyAccount Create a strong password. The stronger it is, the longer you can keep it before having to change it. Scan the QR code (right) to view our video guide on creating a strong password. Find out more www.ucl.ac.uk/isd/myaccount

7 Connect to UCL Wi-Fi UCL’s Wi-Fi service is called eduroam. To connect to eduroam: OR download the tool at: https://cat.eduroam.org/?idp 130 2. Download the eduroam installer for your device. 3. Use the CAT and follow the on screen instructions to get your device ready for eduroam. Find out more www.ucl.ac.uk/isd/wireless Connect to Wi-Fi 1. Scan the QR code (on the right) to download the Configuration Assistant Tool (CAT).

8 Check your email using Outlook Web Access The easiest and quickest way to check your email and calendar is via Outlook Web Access (OWA). www.outlook.com/ucl.ac.uk Connect to email How to log in You log in with your UCL user ID and password. Your user ID needs to be entered in the following format: userID@ucl.ac.uk You must add: @ucl.ac.uk after your user ID. E.g. ucaaxxx@ucl.ac.uk What’s my email address? You have a friendly email alias, usually in a format such as: firstname.surname.20@ucl.ac.uk. An email from postmaster@ucl.ac.uk will be sent to your UCL email with details of your alias. You should use your friendly email alias for sending and receiving email. But don’t worry if someone does send an email to your ‘userID@ucl.ac.uk’ address – it will end up in your Inbox too! Find out more www.ucl.ac.uk/isd/email-calendar

9 Print, copy and scan UCL’s print, copy and scan service is called Print@UCL. You receive free credit You receive 12 free credit to get you started. After that you will need to top up online. Note: we cannot issue refunds, so don’t buy too much credit! To print from one of the following computer services, simply select the print-ucl queue. Desktop@UCL (see page 17) Desktop@UCL Anywhere (see page 12) If you are using your own computer, you will need to add the print queue to your machine. You can find instructions for this online. Scan the QR code (right) to view our video guide on getting started with Print@UCL. Find out more www.ucl.ac.uk/isd/print Connect to printers How to use the printers

10 Take care of your password Never give your password to anyone else. Guard it as you would your bank PIN. UCL will never ask you for your password. Beware of phishing emails Stay secure online Do not respond to emails asking you to enter your user ID and password. This is a form of internet fraud known as phishing. Please ignore any such requests and report them to the IT Services Desk (see page 28) Information Security Awareness course Do you know your ransomware from your spyware? Your firewall from your phishing? Learn more about how to stay secure online. Scan the QR code (right) to view our Information Security Awareness course. Find out more www.ucl.ac.uk/isd/stay-secure

11 11 Using your own computer

Connect using your own computer 12 Connect to UCL software and resources using your own computer Do you need access to software and resources that you are using on your course? Use Desktop@UCL Anywhere. This service gives you free access to software that you would usually use in the student computer workrooms and in your lessons. You can use Desktop@UCL Anywhere - anywhere! Whether you’re in a cafe, on campus, at home or in your Halls. Also, there’s no need to download the software you want to use on your own computer, saving you space. How to access Desktop@UCL Anywhere For full features, you will need to install a piece of software called Citrix Workspace on your computer before you can access Desktop@UCL Anywhere. A ‘light’ version is accessible via a browser, but for the best experience, we recommend that you download Citrix Workspace. Scan the QR code (right) to view our video guide on connecting to Desktop@UCL Anywhere. Find out more www.ucl.ac.uk/isd/desktop-anywhere

13 Save your work on Filestore@UCL Why should I use the N: drive? The N: drive is backed up hourly and daily. We recommend you use your N: drive for general work and study files that do not need to be shared. How to connect your N: drive on your own computer To add your N: drive on your own computer takes two steps (depending if you’re on or off campus): 1. You need to connect to UCL’s Virtual Private Network (VPN). Scan the QR code (right) to view our video guide on connecting to the VPN. 2. Add (or map) your N: drive to your computer. Find out more www.ucl.ac.uk/isd/filestore Where to save your work Filestore@UCL is the best place for you to save your work. You have your own personal and secure storage space called your N: drive, and it comes with 100GB of space.

14 Where to save your work cont. What if I need to share files? You also have access to Microsoft’s OneDrive (part of Office 365). OneDrive is useful if you want to collaborate on documents or to share files too large to send by email. See page 21 for details on how to access Office 365 and OneDrive. Don’t need to access files or software? For everything else such as surfing the internet, checking your email, or using Office 365 (including Teams), these activities can be done using your standard internet connection. You don’t need to connect to Desktop@UCL Anywhere or VPN. Find out more www.ucl.ac.uk/isd/filestore

15 Download teaching and learning software From UCL’s Software Database, you can download, free of charge, software such as SPSS, Matlab and ArcGIS, on to your own computer. Download free anti-virus software How to access the Software Database Software that is available for home use can be downloaded from UCL’s Software Database and installed on your personal devices. Scan the QR code (right) to view our video guide on using the Software Database. Office 365 You can also download Office 365 at no cost. Office includes the latest version of Word, Excel, PowerPoint, OneNote, and more (see page 21). Find out more www.ucl.ac.uk/isd/software-for-students Download software It is very important that you keep your device secure and up to date. To help with this, UCL also provides free anti-virus software from the Software Database.

16 Computers on campus

Using computers in the workrooms The computers in the workrooms are called Desktop@UCL. Desktop@UCL gives you access to a vast range of teaching, learning and research software. You also have access to your N: drive on Filestore@UCL (see page 13). At the moment, the computer workrooms are closed. We are working on a technical solution that will enable you to access computer workroom facilities remotely. Your course tutor will signpost you to the virtual teaching computer workroom (sometimes called clusters) via Moodle. See online for up-to-date details. How do I log in to the computers? You log in with your UCL user ID only. Do not add @ucl.ac.uk after your user ID. Find out more www.ucl.ac.uk/isd/campus-computers Using computers in workrooms 17

18 Borrow a laptop Laptop loans is a service that provides you with a short term loan of a laptop, free of charge. Where to borrow a laptop Laptops can be borrowed from a number of Library sites on a short term basis. Laptop loans Saving your work on a loaned laptop The laptops reset themselves when the lid is closed or shut down. It’s important that you save your work on the N: drive or other external storage. Unfortunately, once the laptop has been turned off, it is not possible to retrieve anything from the previous session. Find out more p-loan-scheme

19 Access software

20 Download the UCL Go! mobile app UCL Go! mobile app UCL Go! is a mobile app for students. Get useful information on the move, such as: Campus maps Your timetable Available study space locations Staff contact details Library loans Laptop loans News and much more. How to access the UCL Go! app Download via your mobile app store. Find out more www.ucl.ac.uk/isd/ucl-go

21 Access Office 365 Office 365 has a suite of apps that you can use for free. The apps are accessible from your email account (Outlook Web Access). These include: Word, Excel, PowerPoint etc. OneDrive Teams (see page 22) OneNote (and more). How do I log in to Office 365? Use the same credentials as you would to access your UCL email. You log in with your UCL user ID and password. Don’t forget to add @ucl.ac.uk after your user ID. Find out more www.ucl.ac.uk/isd/365 Office 365 You can also download these apps on to your own computer and up to five devices. Scan the QR code (right) to view our video guide on accessing Office 365 apps.